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1 CASH MANAGEMENT POLICY DEPOSIT TRANSMITTAL FORMS Purpose: To establish a University policy for departments and individuals with regard to the handling, receiving, transporting and depositing of cash. Cash includes currency, checks, money orders, credit/debit card transactions and any other tender types that are accepted by MSU Denver. The Cash Management Policy described here applies to all MSU Denver departments or organizations that are submitting the Deposit Transmittal Form to the Office of Cashiering with payment for processing. Introduction: This policy is effective as of July 1, 2015 and supersedes all previous cash handling procedures. All University departments, entities, and employees must adhere to this policy and incorporate this policy into their business practices and procedures. Historical practices shall not constitute justification for deviation from this policy. Policy Statement: 1. A receipt must be provided to the payer at the time of payment. 2. Safekeeping: a. The department must ensure the safekeeping of cash during the day and overnight. For daytime use, cash registers or lockable cash boxes may serve this purpose. For overnight storage, use a safe with a combination lock, lockable fireproof file cabinet, or similar secure method and further locked in a secure desk, cabinet, or office. b. Accessibility to cash registers or cash boxes must be limited to authorized staff, student employees, and student organization treasurers only. c. If the department maintains a MSU Denver approved petty cash fund, petty cash must be kept separate from all cash receipts covered by this policy. 3. Timely Deposits: a. Departments receiving cash receipts must reconcile currency and make deposits to the Office of Cashiering, located in the Student Success Building (SSB) Suite 140, within 1 business day of receiving payment. b. Deposits must be hand-delivered to the Office of Cashiering. Deposits may never be sent by mail. 4. It is the policy of MSU Denver to be complaint with The Payment Card Industry Data Security Standards (PCI-DSS). PCI-DSS outlines data security standards to protect cardholder data from loss or misuse. Failure to comply with PCI-DSS standards could result in fines and/or the loss of credit card processing abilities. Due to the complexity of this standard, campus departments and organizations may no longer accept credit card payments unless they use a University approved cashiering system. Instead,

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Page 1: CASH MANAGEMENT POLICY DEPOSIT TRANSMITTAL FORMS · PDF fileCASH MANAGEMENT POLICY DEPOSIT TRANSMITTAL FORMS . Purpose: To establish a University policy for departments and individuals

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CASH MANAGEMENT POLICY DEPOSIT TRANSMITTAL FORMS

Purpose: To establish a University policy for departments and individuals with regard to the handling, receiving, transporting and depositing of cash. Cash includes currency, checks, money orders, credit/debit card transactions and any other tender types that are accepted by MSU Denver. The Cash Management Policy described here applies to all MSU Denver departments or organizations that are submitting the Deposit Transmittal Form to the Office of Cashiering with payment for processing. Introduction: This policy is effective as of July 1, 2015 and supersedes all previous cash handling procedures. All University departments, entities, and employees must adhere to this policy and incorporate this policy into their business practices and procedures. Historical practices shall not constitute justification for deviation from this policy. Policy Statement:

1. A receipt must be provided to the payer at the time of payment.

2. Safekeeping:

a. The department must ensure the safekeeping of cash during the day and overnight. For daytime use, cash registers or lockable cash boxes may serve this purpose. For overnight storage, use a safe with a combination lock, lockable fireproof file cabinet, or similar secure method and further locked in a secure desk, cabinet, or office.

b. Accessibility to cash registers or cash boxes must be limited to authorized staff, student employees, and student organization treasurers only.

c. If the department maintains a MSU Denver approved petty cash fund, petty cash must

be kept separate from all cash receipts covered by this policy.

3. Timely Deposits:

a. Departments receiving cash receipts must reconcile currency and make deposits to the Office of Cashiering, located in the Student Success Building (SSB) Suite 140, within 1 business day of receiving payment.

b. Deposits must be hand-delivered to the Office of Cashiering. Deposits may never be sent by mail.

4. It is the policy of MSU Denver to be complaint with The Payment Card Industry Data Security Standards (PCI-DSS). PCI-DSS outlines data security standards to protect cardholder data from loss or misuse. Failure to comply with PCI-DSS standards could result in fines and/or the loss of credit card processing abilities. Due to the complexity of this standard, campus departments and organizations may no longer accept credit card payments unless they use a University approved cashiering system. Instead,

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the Office of Cashiering offers an online storefront called eMarket to collect credit card payments. Please contact the Office of Cashiering at (303) 556-4013 for additional information.

Deposit Form Instructions

1. Log onto http://www.msudenver.edu/cashier/forms/ and open the “Deposit Form” link.

2. Depending on your department and the type of revenue you are depositing, open the appropriate tab.

3. Fully complete all 5 sections of the form:

a. Identifying Information

b. Banner Distribution of Deposit

i. There is room to accommodate multiple FOAPALs on each Deposit Form. Please use an additional form if your deposit exceeds the space provided.

c. Sales Tax

i. Visit http://www.msudenver.edu/controller/resources/policies/ to determine

whether or not you need to remit sales tax. If you are collecting sales tax, the Sales Record Table will automatically populate the Taxable Revenue section of your deposit.

d. Deposits

i. Please list each deposit by type in this section.

e. Additional Deposit Information

i. Please provide a brief summary of why you are receiving the money (i.e. I

returned a computer purchased in Oct 2011 and the vendor sent me a refund, or I conducted a conference in April 2011 and charged $10.00 for each attendee).

ii. Document Reference Numbers - A document reference number is needed if you make a deposit into an account that begins with “6” or “7”. Document reference numbers can be found on the Banner Finance form FGITRND under the “Document” field. If you have any questions about this field, please call Accounting Services at (303) 556-3030.

4. Print 2 copies of the Deposit Form (if you are a Student Organization and need to submit a copy to Student Activities, please print 3 copies), attach your deposits, and submit to the Cashiering Office in SSB 140.

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Sample Deposit Form for Non-Taxable Revenue:

Identifying Information

Banner Distribution of Deposit

Statement Deposits

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Sample Deposit Form for Taxable Revenue:

Identifying Information

Banner Distribution of Deposit

Statement Deposits

Sales Tax and Sales Record

Table

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Directory

Department Location Campus Box Phone Number Website

Cashiering SSB 140 3 (303) 556-4013 www.msudenver.edu/cashier

Bursar SSB 150 92 (303) 556-6188 www.msudenver.edu/bursar

Accounting Services SSB 320 98 (303) 556-3030 www.msudenver.edu/controller

Budget SSB 310 65 (303) 556-3020 http://www.msudenver.edu/budget/

ITS Help Desk AD 475 WC 241 96 (303) 352-7548 http://www.msudenver.edu/msudenverhelpdesk/

Student Activities TIV 305 39 (303) 556-2595 http://www.msudenver.edu/studentactivities/

Auraria Police AD 110 TIV 228 E (303) 556-5000 or

911 from any campus phone http://www.ahec.edu/about-auraria-campus/police-department-about-auraria/